Note About Cooking Matters Transition: Salesforce will be accessible until September 30, 2024. During this period, users can enter information and retrieve reports and historical data. However, Share Our Strength no longer requires organizations to enter information in Salesforce. 

In an effort to help organizations access their historical data in a streamlined way, staff created a new folder within the Reports view called All-Time Reports. These reports are designed to give you a comprehensive view of information you organization has entered into Salesforce (participant surveys, volunteers, host organizations, participant demographics, etc.) but the date range on all reports can be adjusted to suit your needs.

This article is intended as a guide to using the View Reports function in Salesforce .  The steps outlined here cover those required to successfully search for a report and export the report’s data into Excel.  While a few options for this function are detailed, this is not an exhaustive guide to the functionality of View Reports.

In the steps below, we will be working with 2 folders in particular: Demographics Reports and Partner Reports.  This article is not intended to go through each report in detail, but to guide you to accessing, running, and exporting data from Salesforce. Please see the Frequently Used Reports section at the bottom of this page for more information on specific report types. 

The reports in the Demographics Reports folder pull data submitted by participants via surveys for demographics, behavior change, priority audience, EARS, etc.  Additional data is displayed such as coordinator name, locations, host organizations, setting types, etc.   The data generated by these reports can be useful for planning, reporting to funders, analysis of participant profiles, etc.

Here is the list of reports found in the Demographics Reports folder:

The reports in the Partner Reports folder include some of the data provided in the reports found in the Demographics Reports folder above but narrows the data to a specific programming type such as a course, tour, other educational activity.   It allows you to pull data based on city or county, report on programming of a certain scheduling status such as cancelled and provide staff and volunteer data as related to programming.

Here is the list of reports found in the Partner Reports New folder:

Instructions to using the View Reports function

• Step 1: Access the View Reports function from the home page in Salesforce
• Step 2: Search by report type
• Step 3: Filter and/or export the report 

Step 1: Access the View Reports function from the home page in Salesforce 

• Select the View Reports button from the main page.

Step 2: Search by report type

The Reports page will default with your recently used reports listed.

If you are looking for a report not listed in Recent, select All Reports. Then, enter the name or a part of the name of the report needed in the search bar.  After entering the search criteria, the Reports page will load with the names of reports that match your search criteria. Select the report you are looking for from the resulting list. If your report is not listed here, try the search again with a different naming combination.

If you don’t know the name of the specific report you need, enter the name of the folder in the search.  Ensure you have selected All Folders before searching. Selecting All Folders refreshes the Reports page with the names of existing folders.  Note the folder symbol before each name in the Name column.  These folders are presented in alpha-numeric order by folder names. Select the Folder that contains the file you are looking for or search for a known folder in the search bar.

Note that searching for a report name while in All Folders will not return the desired search. For this example, we will explore the Demographics Reports folder.

The Reports page refreshes with the names of reports stored in the folder. Note the Folder column shows the same folder name for all the reports listed.  Scroll down to see all the reports in this folder and select the desired report.

Step 3: Filter and/or export the report 

• To filter a report:

After the preview page for the selected report appears, scrolling down the preview page will reveal all the records in this file. Anything highlighted in light blue is selectable and leads to another page of information.  For example, selecting 'Program Code' leads to the Program Detail page, or selecting 'Location Name' to the Location Detail page. Right clicking from your mouse over the selectable fields allows you to open the detail page in a new tab. Select the funnel symbol to view the pre-established filters for the report.

Select the small funnel symbol to filter the report before exporting.  This will allow you to export the data you need rather than the entire data set. The Filters box will then appear on the screen. It will show what factors are filterable for this file:

• Select Show Me – for a pop up that allows filtering for ‘all programs’, ‘my programs’, and ‘my team’s programs’ from the drop down. Select Done.
• Select End Date – for a pop up that allows filtering for the period desired from the combination of the two drop downs.  Select Done.

 The Filters box will also show what is Locked in the filtering for this file. When you select Done an Apply box will appear by the Filters.  Select to complete filtering the report.

• To export a report:

To export the report to Excel or to a Comma Delimited file select the downward pointing arrow next to Save As.  Select the Export from the drop down that will appear.

The Export page appears with two Export View options for exporting the selected report:

1.   Formatted Report – exports a formatted Excel (.xlsx) report that looks like the report seen on the Salesforce screen.   There is only one Format option with this selection. Select Export.  Your file will appear in the lower left-hand corner of the screen.  Double click to open.

2.     Details Only – exports an unformatted Excel (.xls) and a comma delimited (.csv) report.  The Format sets .xls as the default.  Select the arrow to change to a .csv format if required. The Encoding is set to ISO as the default.  You do not need to change this. Select Export to create the .xlsx file. The report link will appear at the bottom of your screen as noted in the example on the previous page.  Select to open the file.

Note: for reporting on demographics and behavior changes from the EARs Survey Report and using the Excel Template for tabulation, you will need to export the .CSV format

Frequently Used Reports

Note: We can now set specific date ranges on these reports, so you can select any quarter or other chunk of time you want. Just click the filter icon, then the “Course End Date” box and select the date range you want. Be sure to click apply to re-run the report!